The Executive Administrator provides high-level administrative and operational support and ensures day-to-day priorities and operations run smoothly and efficiently. This role requires a highly organized, proactive professional who can manage multiple priorities, coordinate internal and external engagements, and anticipate needs while maintaining a high level of discretion, accuracy, and attention to detail.

Essential Functions

Executive Calendar & Priority Management

• Manage complex calendars, including scheduling meetings, interviews, and external engagements.
• Coordinate and prioritize appointments to align with organizational priorities.
• Provide daily calendar management and adjust schedules as needed.
• Coordinate logistics for meetings, travel, and external commitments.

Executive Leadership & Committee Meetings

• Coordinate Executive Leadership and Investment Committee meetings.
• Manage calendars and scheduling for leadership participants.
• Circulate pre-reads and meeting materials in advance.
• Record and distribute meeting minutes.
• Provide additional administrative support as required.

Divisional Meeting Administration

• Coordinate scheduling, meeting rooms, catering, and travel arrangements.
• Collect and distribute required meeting documentation.
• Record meeting minutes and support follow-up actions.
• Provide additional administrative support as required.

External Events & Engagements

• Assist with planning and coordination of external events.
• Manage event logistics, schedules, travel arrangements, and required materials.
• Coordinate with internal teams and external partners to ensure seamless participation.

Travel & Logistics Coordination

• Arrange detailed travel itineraries, accommodations, and transportation.
• Coordinate schedules and logistics related to travel commitments.
• Assist with select personal scheduling and logistical coordination related to travel when required.

Administrative Operations

• Process documentation, payments, and coordination with external consultants.
• Provide general administrative support as requested.
• Provide backup support for reception duties when required.
• Perform other related duties as assigned.

Office & Administrative Operations Support

• Maintain overall office organization, cleanliness, and functionality to ensure a professional and efficient work environment

• Monitor, order, and restock office supplies, kitchen items, and equipment as needed while managing vendor relationships

• Coordinate office maintenance, repairs, and service appointments with building management and external providers

• Oversee mail distribution, shipping/receiving, and document handling processes

• Support onboarding logistics, including workspace setup, supplies, and coordination with IT or facilities

• Assist with planning and execution of internal meetings, events, and team activities

• Track office-related expenses and support budget management and reporting

Essential Skills and Competencies

• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities with strong attention to detail.
• High level of discretion and professionalism when handling confidential information.
• Strong communication and coordination skills.